CIVIL SERVICE EMPLOYEES COUNCIL
COMMITTEE DUTIES & RULES
______________________________________________
COMMITTEE NAME: AWARDS & SELECTION.
Membership and Terms: Representatives are appointed/dismissed by the chairperson of
the committee. Representatives will serve 2 year terms, for a maximum of 2 consecutive
terms and a minimum of a 2 year layoff between terms or if not available for full terms,
Representatives may volunteer and be appointed as Ad Hoc members of the Committee
by the chairperson. The committee consists of nine members, two from each of the four
Vice Presidential areas, plus the chairperson, with the chairperson being a member of the
CSEC.
Committee vacancies are open to volunteers and the volunteers must be approved by the
chairperson.
II.
Chairperson
Council representative serves as chairperson.
The chairperson is responsible for maintaining the committee membership list and date of
expiration of terms for the committee members.
A chairperson vacancy is open to nominations and the nominee is approved by the CSEC.
The President has the right to appoint an acting chairperson if one is needed before a
CSEC meeting.
III.
Meetings
On an “as needed” basis. All members, except the chairperson, will vote. All votes shall
be conducted by the show-of-hands, paper or electronic means with the voting tally duly
recorded in the minutes of the meeting.
IV.
Records
The chairperson of the committee is responsible for seeing that report is given to the
CSEC.
V.
Responsibilities
Support the successful completion of the annual fund drives.
Choose the selection criteria used to determine recipients. Ensure scheduling and
completion of scholarship candidate interviews in an unbiased manner. Evaluate
candidates and facilitate final decisions on recipients of all awards. These decisions are
not reviewable or appealable, but rather are final and binding. The Chair shall only vote
to break ties to determine award recipients.
Make final recommendations to the CSEC on the number and amount of awards to be
granted annually.
Ensure appropriate distribution of the scholarship award funds to recipients and proper
record keeping of distributions.
Maintain appropriate communication with Human Resources, the Foundation, the CSEC
and employees. This committee acts independently of the CSEC, and the University
Human Resources Office regarding Committee matters
.
COMMITTEE NAME: CONSTITUTION &
ELECTIONS
I.
Membership and Terms
Representatives are appointed/dismissed by the chairperson of the committee.
Representatives will serve 2 year terms, for a maximum of 2 consecutive terms and a
minimum of a 2 year layoff between terms or if not available for full terms,
Representatives may volunteer and be appointed as Ad Hoc members of the Committee
by the chairperson. The committee consists of six members, one from each employee
group plus the chairperson, with the chairperson being a member of the CSEC.
Committee vacancies are open to volunteers and the volunteers must be approved by the
chairperson.
II.
Chairperson
Council representative serves as chairperson.
The chairperson is responsible for maintaining the membership list and date of expiration
of terms for the committee members.
A chairperson vacancy is open to nominations and the nominee is approved by the CSEC.
The President has the right to appoint an acting chairperson if one is needed before a
CSEC meeting.
III.
Meetings
On an “as needed” basis.
All members, except the chairperson, will vote. All votes shall be conducted by show-ofhands, paper or electronic means with the voting tally duly recorded in the minutes of the
meeting.
IV.
Records
The chairperson of the committee is responsible for seeing that a report is given to the
CSEC.
V.
Responsibilities
Review any recommended or proposed changes to the Constitution, By Laws or
Committee Rules. Determine appropriateness of request for change. Ensure process for
approval for change vote is followed.
In addition, the chairperson will schedule at least one annual meeting to review and
recommend necessary changes to the Constitution & By Laws. The CSEC may also
request a comprehensive review of the Constitution at any time. Any recommendations
for revisions to the Constitution must be submitted to the CSEC for formal action. To
change any provision of the Constitution & By Laws takes a two thirds majority vote.
Prior to yearly election of representatives to the CSEC, the Election Committee will
publish information on the upcoming election and distribute to all eligible employees. A
“Statement of Candidacy” form will be included and is to be returned to the Election
Committee at least two weeks prior to the election. (Election is to be held first week in
April; therefore, first information and statement of candidacy should be mailed out
around the second week of March).
Sample ballots are mailed out, posted, and/or placed in Campus Connection at least one
week prior to election.
Official ballots are then mailed out during the first week in April. Things to remember:
All permanent employees beyond their initial probationary period in status positions are
eligible to vote.
A computer list of eligible employees may be obtained from University HR Office.
The Election Committee shall tabulate the votes within three days after the deadline for
casting a vote.
The chairperson or designee shall be responsible for notifying elected candidates by
campus mail in the form of a letter.
Absentee ballots may be obtained from the University Human Resources Office by the
voter requesting a ballot in accordance with a time schedule to be established by the
Election Committee.
Correspondence requiring a response from the committee will be acknowledged by the
chair person within 10 working days.
If an insufficient number of eligible candidates show interest in filling Council vacancies
at the time of the scheduled elections the Council may accept volunteers to sit on the
Council as voting members by majority vote.
COMMITTEE NAME: EDUCATION
I.
Membership and Terms
Representatives are appointed/dismissed by the chairperson of the committee.
Representatives will serve 2 year terms, for a maximum of 2 consecutive terms and a
minimum of a 2 year layoff between terms or if not available for full terms,
Representatives may volunteer and be appointed as Ad Hoc members of the Committee
by the chairperson.. The committee consists of six members, one from each employee
group plus the chairperson, with the chairperson being a member of the CSEC.
Committee vacancies are open to volunteers and the volunteers must be approved by the
chairperson.
II.
Chairperson
Council representative serves as chairperson. The chairperson is responsible for
maintaining the membership list and date of expiration of terms for the committee
members.
A chairperson vacancy is open to nominations and the nominee is approved by the CSEC.
The President has the right to appoint an acting chairperson if one is needed before a
CSEC meeting.
III.
Meetings
On an “as needed” basis.
All members, except the chairperson, will vote. All votes shall be conducted by show-ofhand, paper or electronic means with the voting tally duly recorded in the minutes of the
meeting..
IV.
Records
The chairperson of the committee is responsible for seeing that a report is given to the
CSEC.
V.
Responsibilities
The responsibilities of the Education Committee include considering the problems Civil
Service employees encounter using the educational benefits, and making
recommendations to the CSEC concerning possible improvements that may be made in
the educational opportunities.
Correspondence requiring a response from the committee will be acknowledged by the
chair person within 10 working days.
COMMITTEE NAME: EXECUTIVE
I.
Membership and Terms
The Executive Committee consists of the President, Vice President, Secretary, Treasurer,
and Employee Advisory Committee member of the CSEC.
II.
Chairperson
The CSEC President serves as chairperson.
III.
Meetings
On an “as needed” basis.
IV.
Records
No formal minutes are required as the Executive Committee is not a standing committee.
Action taken by this committee will be reported at regularly scheduled Council meetings.
V.
Responsibilities
The responsibilities of the Executive Committee including preparing the agenda for the
full Council meeting, discussing and considering action on matters of Council business,
acting on behalf of the Council in the appropriate situations, and meeting with the
University President once each semester for the purpose of discussing Civil Service
concerns.
COMMITTEE NAME: MENTORING
I.
Membership and Terms
Representatives are appointed/dismissed by the chairperson of the committee.
Representatives will serve 2 year terms or if not available for full terms, Representatives
may volunteer and be appointed as Ad Hoc members of the Committee by the
chairperson. The committee consists of six members, one from each employee group
plus the chairperson, with the chairperson being a member of the CSEC
Committee vacancies are open to volunteers and the volunteers must be approved by the
Chairperson.
II.
Chairperson
A council representative serves as the chairperson.
The chairperson is responsible for maintaining the membership list and date of expiration
of terms for the committee members.
A chairperson vacancy is open to nominations and the nominee is approved by the CSEC.
The President has the right to appoint an acting chairperson if one is needed before a
CSEF meeting.
III.
Meetings
On an “as needed” basis.
All members, except the chairperson, will vote. All votes shall be conducted by show-ofhands, paper or electronic means with the voting tally duly recorded in the minutes of the
meeting.
IV.
Records
The chairperson of the committee is responsible for seeing that a report is given to the
CSEC.
V.
Responsibilities
The committee welcomes new employees to the university and helps with any
questions/concerns they may have about policies, procedures, building locations, etc.
The committee also delivers welcome gifts to the employees from their respective vice
presidents.
.
I.
COMMITTEE NAME: POLICY & APPEALS
Membership and Terms
Representatives are appointed/dismissed by the chairperson of the committee.
Representatives will serve 2 year terms, for a maximum of 2 consecutive terms and a
minimum of a 2 year layoff between terms. The committee consists of seven members,
one from each employee group or if not available for full terms, Representatives may
volunteer and be appointed as Ad Hoc members of the Committee by the chairperson.
Additional non-voting, Advisory members are the Employee Advisory Committee
member, University Personnel Director or designee, and Vice President for
Administrative Service or designee.
Committee vacancies are open to volunteers and the volunteers must be approved by the
chairperson.
II.
Chairperson
Council representative serves as chairperson .
Responsibilities include: Receiving the written appeal or request for review from the
affected party; Scheduling and conducting the meetings; and Preparing a final written
report to distribute as follows: the appealing party, the University President, the Director
of University Personnel, the CSEC President, Employee Advisory Committee member
and the Appeals Committee members.
The chairperson is responsible for maintaining the membership list and date of expiration
of terms for the committee members.
A chairperson vacancy is open to nominations and the nominee is approved by the CSEC.
The President has the right to appoint an acting chairperson if one is needed before a
CSEC meeting.
III.
Meetings
On an “as needed” basis with one occurring annually to review salary changes from the
past year for Civil Service job classes.
All members, except the chairperson, will vote on issues before the Committee. All votes
shall be conducted by show-of-hands, paper or electronic means with the voting tally
duly recorded in the minutes of the meeting.
IV.
Records
The chairperson of the committee is responsible for seeing that report is given to the
CSEC.
V.
Responsibilities
The purpose of the Policy & Appeals Committee is to investigate the employee’s
grievance or complaints, consider applicable facts, policy, rules and law, review the
offered or available resolutions, and submit a recommendation to the University President
or designee for review and final determination of the issue. The Policy & Appeals
Committee shall be free to consult with the Human Resource Director, the appealing
party, supervisory/management personnel and other concerned parties if such
consultation will benefit the Committee in arriving at a recommendation. The final
recommendation must not violate any official University policy or contract, BOT
regulation, or SUCSS statue or rule in force at the time of the incident. However, the
committee may suggest policy or rule changes that they feel should be considered in the
interest of fairness. As designated in the University Compensation Policy, this Committee
shall deal with all matters of compensation, including grievances brought before it. All
recommendations for revision to the University Compensation Policy are forwarded to
the CSEC for formal action.
Correspondence requiring a response from the committee will be acknowledged by the
chairperson within 10 working days.
COMMITTEE NAME: SOCIAL EVENTS
& DEVELOPMENT
I.
Membership and Terms
Representatives are appointed/dismissed by the chairperson of the committee.
Representatives will serve 2 year terms, for a maximum of 2 consecutive terms and a
minimum of a 2 year layoff between terms. The committee consists of six members, one
from each employee group plus the chairperson, with the chairperson being a member of
the CSEC.
Committee vacancies are open to volunteers and the volunteers must be approved by the
chairman.
II.
Chairperson
Council representative serves as chairperson.
The chairperson is responsible for maintaining the membership list and date of expiration
of terms for the committee members.
A chairperson vacancy is open to nominations and the nominee is approved by the CSEC.
The President has the right to appoint an acting chairperson if one is needed before a
CSEC meeting.
III.
Meetings
On an “as needed” basis.
All members, except the chairperson, will vote. All votes shall be conducted by show-ofhands, paper or electronic means with the voting tally duly recorded in the minutes of the
meeting..
IV.
Records
The chairperson of the committee is responsible for seeing that report is given to the
CSEC.
V.
Responsibilities
Appoint sub-committees to organize and carry out social events for Civil Service
employees and ensure accurate transfer of funds raised.
Correspondence requiring a response from the committee will be acknowledged by the
chairperson within 10 working days.
VI.
Guidelines
Chairperson is responsible for recruiting a sub-committee to organize and carry out the
event.
The Chair will provide event’s estimated budget for approval to CSEC Board members,
prior to expenditures for the event. Expenditures for costs of fund raising will be
approved by a majority vote of the Council.
The operations account will be the source of funds for event expenditures for fund raising
events with reimbursement made to providers when event has concluded.
All expenditures for events will be paid by check from CSEC Treasurer or the
Foundation, after approval from President.